Store, Retrieve and Archive Information

Face to face duration: 1 day

Course Objectives

This one (1) day course is designed to be a practical examination of; filing systems, the importance of record keeping in an organisation and the role employees play in storing, retrieving and archiving business information.

Learning Outcomes

Upon completion of this course, students will be able to:

  1. Identify the purpose of records and record keeping systems
  2. Define the characteristics of records
  3. Understand the records cycle and the role of an effective filing system
  4. Learn how to integrate and use the two types of filing systems: Paper- and computer-based
  5. Understand what is a record and a non-record – when to file and when not, as well as the difference between active and inactive records
  6. Determine the requirements and special features your filing system should make provision for
  7. Learn how different types of filing classification systems can be used to suit the specific requirements of information you are responsible to store
  8. Learn when and how to use a cross-referencing system
  9. Understand the different types of filing equipment and supplies
  10. Identify the needs of stakeholders and users of records
  11. Learn how a set procedures for filing can ease your task
  12. Control access to files by means of an effective tracking system
  13. Learn the guidelines for the retention and disposal of records

Benefits

  • Understanding the importance of filing systems
  • Identify the different types of filing systems and when to use them
  • Understand the difference between records and non records and identify what should and should not be filed
  • Understanding the link between organisational requirements and filing systems
  • Understanding cross referencing systems, when and how to use them
  • Identifying the resources and supplies needed for filing systems
  • Understanding the importance of filing procedures and the benefits of having set systems for filing in the workplace
  • Understanding the importance of monitoring records and the benefits of tracking systems
  • Understanding when to save records and when to dispose of them
  • Identifying methods of record disposal taking into account privacy requirements

Topics

  • The importance of effective filing systems in an organisation
  • Which filing systems should I use and when?
  • What is a record?
  • Filing in accordance with organisational requirements and expectations
  • Cross referencing
  • What resources do I require?
  • Monitoring, saving and disposing of records

Audience

  • Administrators or anyone who requires the practical skills associated with managing and maintaining filing systems.

Format

  • Pair and group activities (physical and mental)
  • Videos
  • Experiential learning
  • Role plays
  • Practical experience

Program Outline

Day One

  • The role of an effective filing system
  • Types of filing systems
  • Knowing when to file
  • Requirements of a filing system
  • Cross referencing systems
  • Filing equipment
  • Filing procedures
  • Tracking systems
  • Disposal of records
  • The importance of privacy and confidentiality

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Testimonials

"The Student Manual is a logical, carefully thought through and well presented document. The face-to-face facilitators are helpful, patient, knowledgeable and passionate. Thank you for the time and effort that blueVisions have put into preparing and supporting this course."

David Thorpe iiNet Australia

"Your personal contribution to our training has been invaluable. Your infectious high spirits and genuine want for our success have shone through. I sincerely thank you for your efforts over the past two years."

Stephen Davies Group Manager, Construction Services Group, NSW

"Your course made me realise how irrelevant what I was learning through my university course actually was to my job. Due to this, I will be seeking to complete the remainder of the modules in this diploma through blueVisions."

Damien Bleeker Project Coordinator, Liverpool City Council, NSW

"Thank you for a wonderful course....This has been by far the best development course I've ever been a part of."

David Darcy LSPSPO - Defence Materiel Organisation

"Having sat in at various times in both courses, as well as being present for the final summary and feedback sessions I was really impressed with the positive feedback and outcomes. The blueVisions trainers did an awesome job and really motivated and inspired both groups. The level of the course was spot on for each group."

Brian Clarke Leadership Development Coordinator, Gasco